Salesforce is mainly known for its CRM solution although it sells other commercial applications. Onna connects directly with the Lightning API to collect the files hosted in an account. In the future Onna plans to enhance the integration to Salesforce to include content from the CRM.
Type of Account Needed To enable a Salesforce files collection, you'll need an admin account for Lightning Enterprise. Non-enterprise versions of Salesforce, such as Salesforce Essentials and Lightning Professional, do not have API access included so Onna's integration cannot access the files.
Note: At this time we do not support collections from Salesforce sandbox environments
All files are synced within Lightning Enterprise accounts
Historical information and related metadata, including:
File Last Modified
Onna Sync Modes
We currently support all sync modes - One-time, Auto-Sync, or Auto-Sync and Archive.
One-time sync: Onna will perform a one-time sync that collects information from the source only once during a specified time range or up until the date the source was added.
Auto-sync: Onna will perform a full sync from the data source first. Onna will keep the data source in mirrored sync. Any deletions from the data source will be deleted in Onna, as well.
Auto-Sync and Archive: Onna will perform a full sync and archive the information collected. Onna will then automatically sync and archive any new information after the initial sync
You can export data and metadata in eDiscovery ready format. Load files are available in a dat, CSV, or custom text file.
How to add a Salesforce collection
From My Sources click on Add new source and select Salesforce CRM
You will then need to give your source a name, choose your sync mode, and any start and end dates you wish to apply.
By clicking connect, you will be re-directed to sign in through the Salesforce authentication. Note: You will need an admin account on a Salesforce Lightning Enterprise account to collect files.
After authenticating, you'll be taken back to Onna to begin the collection of files in your account by clicking Done.
When you click on the Salesforce data source, you will start seeing results being populated.
From this screen, you are able to filter results by date range, categories, and/or extensions using the menu on the left. All files that are visible have been processed and indexed so their content is searchable.
Salesforce files in Onna
Files will be added to Onna in their original format. Below is an example of a PDF collected from a Salesforce account.
Onna's viewer displays the PDF in its original format. You can go through the whole document and view the metadata available on the right hand side.
You can also download the file or share it with another Onna users.
Accessing source audit logs
On the results page, clicking on the information icon on the top right will take you to the source details where you can see how many files the source has and its size. In this same panel, you can scroll down and select the Audits button to see the source's collection audit logs.
You can learn more about accessing and navigating the the source's collection audit logs in this article.
Ready to start collecting from Salesforce?
Can Onna be used to collect Salesforce CRM content?
Currently, Onna's integration can only be used to collect files within a Salesforce Lightning Enterprise account. Our roadmap includes plans to enhance the integration to include CRM content.
Can I use a regular Salesforce user to collect the Salesforce files?
No, you have to be an admin within the Salesforce Lightning Enterprise account.
Can Onna be used to collect Salesforce Chatter?
This is part of our roadmap but is not a current functionality.